Travel reimbursement

Please keep in mind that at least 90% of the programme must be attended. Unauthorized absence from activities or workshops is not allowed and may result in partial or full loss of travel reimbursement.

The project is not a holiday or a tourist trip to Latvia. Participation in activities, dissemination tasks and post-project obligations is mandatory.

Participation fee & participant contribution

We are not charging any participation fee to participants.

However, participants are required to make a contribution by:

arranging personal travel insurance covering the full project dates
having a valid European Health Insurance Card (EHIC).

Proof of travel insurance will be required and must be sent to us in advance. If you have credit card, often they include travel insurance for free, so you can ask them to prepare confirmation for travel insurance coverage on project dates.

Travel approval – very important

To be eligible for reimbursement, all travel plans must be pre-approved by the coordinating organisation before buying any tickets.

Participants must always choose the most economical travel option available.

We will reimburse only the most cost-effective travel option.
If a more expensive option is chosen without prior approval, reimbursement will be be reduced to the amount of the most cost-effective travel option.

Green travel – Poland

For participants from Poland, green travel applies, meaning:

travel by bus or
car-sharing, with at least 3–4 people per car, both ways.

If travelling by car:

fuel costs can be reimbursed only if all required documents are provided, including:
- route sheets with exact route;
- number of kilometres;
- car details;
- average fuel consumption by official data.

Parking in Riga city center is very expensive.
If needed, we may assist with a possible parking solution approximately 1.5 km from the accommodation.
During the project, a car will not be necessary, as everything will be within walking distance.

What is reimbursed

We will reimburse:

Economy class flight tickets
Intercity bus or train tickets

We do NOT reimburse:

taxi rides,
extra check-in luggage,
seat selection,
meals on board,
priority boarding,
any other additional extras.

For flights, reimbursement includes:

the most economical flight ticket, and
one basic luggage unit (one suitcase), if it is not included in the ticket.

Travel dates

Tickets must be booked according to the official project dates.

If participants wish to explore the city:

there will be one day during the project for city exploration;
one activity day will include participant organized interactive activities in Old Riga with local people and tourists.

Additional travel days before or after the project are possible only if:

they are cheaper or equal in price compared to travel on the project dates.

Any additional days are otherwise at the participant’s own expense.

Mandatory travel documents

For reimbursement, each participant must provide:

Booking confirmation / E-ticket
Proof of payment / Invoice
Tickets (bus/train/flight)
Payment order
Boarding passes (for flights – mandatory)
Proof of travel health insurance

⚠️ IMPORTANT:
Please do not lose your boarding passes or tickets.
If documents are missing, reimbursement will not be possible.

We strongly encourage participants to book flights that allow online check-in, so return boarding passes can be provided digitally.
If online check-in is not possible, boarding passes must be sent by post after the project.

For participants from TÜRKİYE:

Please note that all documents related to visa costs must be provided for reimbursement purposes. This includes proof of payment, invoices/receipts and any official documents issued by the embassy or visa service provider. Without complete visa payment documentation, visa costs cannot be reimbursed.

Ticket storage & Google Drive

All tickets and documents must be:

saved immediately after purchase;
uploaded to the shared Google Drive folder provided by the coordinating team.

Please note that recovering lost tickets usually takes much more time (communication with airlines can take several days and multiple emails) than simply saving documents properly from the start.

For intercity bus or train tickets:

online tickets are strongly recommended.
If paper tickets are used, they must be sent by post after the project for reimbursement.

Reimbursement timeline

Reimbursement will be done:

by bank transfer only;
to the account of the sending organisation;
in EUR, according to Erasmus+ rules (https://commission.europa.eu/funding-tenders/procedures-guidelines-tenders/information-contractors-and-beneficiaries/exchange-rate-inforeuro_en).

Travel reimbursement will be processed approximately up to 4 months after the end of the mobility, only after:

all project activities are completed;
all dissemination tasks are fulfilled;
posts, blogs, and publications are done;
all travel documents and route details are submitted correctly.

Only after all obligations are fulfilled will travel reimbursements be made.

Travel budget (both ways)

FRANCE - 309 EUR

CYPRUS - 395 EUR

TÜRKİYE - 309 EUR

ROMANIA - 309 EUR

POLAND- 417 EUR (GREEN TRAVEL)

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